Sharing Files With Your Team – TeamShare

Parent Page(s): Sharing Files for AdministrationStoring Files on the UBC NetworkPerson-to-Person File Sharing

What is TeamShare?

 

isit_sharing_files
TeamShare is a private and secure UBC IT service that allows any employee to store and share work files internally. The Faculty of Arts is using TeamShare as a replacement for AdminFiles to store files for departments, school programs, and special projects within the Faculty of Arts. This is the electronic version of a cabinet you might have in the office. All files on AdminFiles were migrated to TeamShare on January 2020.

Overview

  • Why: You want to share files with your team instantly and safely without worrying about space limits.
  • Features: TeamShare provides storage space for Arts departments, schools, programs, units, and other special projects by request. This service works just like a USB, except your files will be backed up once they have been copy and pasted into the drive.

Pros

  • All data is backed up daily and replicated to UBC Okanagan for disaster recovery purposes.
  • TeamShare is similar to a sharable USB plugged into your computer, so you don’t need to install any new programs.
  • Files are accessible anywhere via myVPN.
  • TeamShare immediately shares your files with your entire team, so collaboration is simple and efficient.

Cons

  • All users MUST have a CWL account.
  • Guest users must apply for a sponsored CWL account in order to access TeamShare.
  • All users have full administrative access, which means they can add, delete, and modify folders without your consent.
  • Files cannot be accessed through web browsers or mobile devices.

 

TeamShare for Windows

Getting Started

  1. Request an TeamShare Folder from Arts ISIT  in the Arts TeamShare through the contact form “TeamShare Request.” We will let you know once we have finished setting up your folder. If you have used the AdminFiles (Z: Drive) previously you will need to right click on the Z: Drive in File Explorer or My Computer/This PC and select “Disconnect Network Drive”. Then you can proceed with the setup instructions below.
  2. If you are on campus: 
    • Connect to the Internet through an ethernet cable OR through the WiFi network “UBC Secure.”
    • Proceed to “Setting Up TeamShare.”
  3. If you are off campus:
    • Connect to the Internet through myVPN.
    • Proceed to “Setting Up TeamShare.”

Setting Up TeamShare

  1. On Windows 10, open File Explorer. Select This PC from the left pane. Then, on the Computer tab, select Map network drive. Or on On Windows 7, in your Windows Start menu, right-click Computer and select Map Network Drive.

    Windows 10:Windows 7:

  2. In the pop-up window, type “\\files.ubc.ca\team\arts\<DEPT>” as your Folder destination, followed by the name of your TeamShare folder. This will be given to you after we have set up your folder. In the screenshot, the name of the sample TeamShare folder is “<DEPT>” you will need to replace <DEPT> entirely with your department code (ie. HIST, ENGL, ASCHR, etc.). Check the boxes “Reconnect at logon” and “Connect using different credentials.” If you are connecting a second TeamShare drive, commonly ASCHR or ASCFIN, aside from your already connected DEPT TeamShare then you will not need to check the box “Connect using different credentials” as you are already connected so you don’t need to enter it again.
  3. Click “Finish” when done.

Logging In

  1. When prompted to enter the network password, use your CWL credentials. Your username is “ead\yourCWLusername,” and the password is the same as your CWL login.
  2. You may check “Remember my credentials” so that you do not have to re-enter your login information each time you access TeamShare folder.
  3. Click “OK” when done.

 

TeamShare for Mac

Getting Started

  1. Request an TeamShare Folder from Arts ISIT  in the Arts TeamShare through the contact form “TeamShare Request.” We will let you know once we have finished setting up your folder.
  2. If you are on campus: 
    • Connect to the Internet through an ethernet cable OR through the WiFi network “UBC Secure.”
    • Proceed to “Setting Up TeamShare.”
  3. If you are off campus:
    • Connect to the Internet through myVPN.
    • Proceed to “Setting Up TeamShare.”

Setting Up TeamShare

  1. Launch “Finder” and click “Go” in the top menu bar. Select “Connect to Server…”

Setup Guide - AdminFiles - Mac 01

  1. For the Server Address, type “smb://files.ubc.ca/team/arts/<DEPT>” followed by the name of your TeamShare folder and note that the “<>” are not part of the department name and do not need to be used. This will be given to you after we have set up your folder. In the screenshot, replace “<DEPT>” with the name of your TeamShare Folder.
  2. Click the “+” button to add it to your list of favourite servers.
  3. If you have previously saved a link to AdminFiles in favourite servers you can click on it and click on “Remove” to get rid of the no longer used previous location.
  4. Click “Connect” when finished.

Logging In

  1. When prompted to enter your server name and password, ensure that you are connecting as a “Registered User.” Use your CWL credentials to connect. Your username is “ead\yourCWLusername,” and the password is the same as your CWL login.
  2. You may check “Remember this password in my keychain” so that you do not have to re-enter your login information each time you access TeamShare.
  3. Click “Connect” when done.